6.1. HPSR 01-15-2015 MINNESOTA HISTORICAL SOCIETY
MEMORANDUM
DATE: December 17,2014
TO: Heritage Preservation Commissions
FROM: Barbara Mitchell Howard,Deputy State Historic Preservation Officer
SUBJECT: Fiscal Year 2015 Certified Local Government Grant Funds
The Department of the Interior's National Park Service(NPS) is expected to approve shortly the fiscal year 2015
Historic Preservation Fund(HPF)Program for Minnesota.Department of the Interior regulations stipulate that at
least ten(10)percent of the allocation be awarded under the Pass-Through Program to cities that have achieved
Certified Local Government(CLG)status. Minnesota's allocation for fiscal year 2015 is expected to be similar to
the 2014 appropriation;approximately$95,000 will be awarded to cities in Minnesota through this program.As
of December 2014,the following Minnesota cities have been certified:
Afton Elk River Lanesboro Pine Island
Albert Lea Excelsior Litchfield Pipestone
Belview Faribault Little Falls Red Wing
Carver Farmington Mankato Saint Cloud
Center City Fergus Falls Maplewood Saint Paul
Chaska Frontenac Minneapolis Stillwater
Chatfield Hastings New Ulm Taylors Falls
Cottage Grove Henderson Newport Wabasha
Duluth Kenyon Northfield Waseca
Eden Prairie Lake City North St.Paul Winona
Edina Otsego
Heritage Preservation Commissions(HPCs)wishing to achieve Certified Local Government status for their city
are urged to make application immediately to the Minnesota Historical Society's State Historic Preservation
Office(SHPO). Grant applications will be accepted from cities that have applied for certification;however,
consideration of applications from such cities will be contingent upon CLG certification approval by March 1,
2015.HPCs needing assistance should contact Michael Koop,Historic Preservation Program Specialist,at 651-
259-3452.
Match funds may be cash, in-kind and/or donated services or materials contributed to the project.Minnesota
Historical and Cultural(Legacy)grants may be used to match a CLG grant. In the past,several cities have made
good use of"fast track"Legacy grants in matching their CLG grants,so please consider this as a source of match.
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Fiscal Year 2015 Certified Local Government Grant Funds-page two
As in previous years,projects that will receive special priority are those that:reflect the goals and strategies in
the 2012-2017 statewide preservation plan; result in local designations or National Register nominations;and
involve properties associated with the history of heretofore under-documented groups of communities(ethnic or
racial minorities for example,but also other groups defining themselves as communities).The CLG Grants
Manual provides additional instructions regarding
the full range of eligible activities and the sel ect i on criteria
a
used in making awards.
Eligible cities—and those cities expecting to be certified as a CLG by March 1 —should begin considering their
project ideas soon.Preservation office staff is pleased to provide technical assistance and advice.Requests for
grant assistance and general inquiries about the CLG grant program should be directed to Michael Koop,Historic
Preservation Program Specialist,at 651-259-3452;michael.koop(a,mnhs.org.
The Society's Grants Office is now using an entirely on-line grants system. Applicants access the system through
the grants portal(https://mnhs.fluxx.io/). The portal provides access to everything you'll need in administering a
grant from the Minnesota Historical Society, from the pre-application stage through reporting on the completion
of a project. Here you will be able to track where an application is in the review process as well as have access to
information about previous grants you have received. The portal allows you to save your work on an application
and come back to finish it later.
The calendar schedule for Fiscal Year 2015 Pass-Through Program Funds is as follows:
2014
December 17 Application instructions available.
2015
January 23 Pre-application draft deadline(highly recommended).
March 6 Final application deadline,midnight.
April 16 Grants Review Committee considers applications.
May Cities notified of Grants Review Committee recommendations.
Grants Office prepares CLG Grant Agreements.
June 1 Earliest beginning date for project work.
September 30 Interim financial close-out for projects that will be completed in the next fiscal year.*
October 1 Alternate date to begin project work.
Continuing Monthly progress reports from grant recipients.
2016
July 31 Latest ending date on all project work.
August 14 Final deadline for grant recipients to submit project products, final project
report,and Request for Reimbursement. (Note: Funds will be released to grant
recipients upon formal approval of products, final project report,and fiscal
documentation.)
Your participation and cooperation in the Certified Local Government Pass-Through Program will aid in making
the state and federal preservation programs successful.
*Federal regulations require interim financial close-out reports at the end of the federal fiscal year on
September 30. This requirement will apply to all projects with starting dates earlier than September 30
and ending dates during the next federal fiscal year that begins on October 1.
This program receives Federal funds from the National Park Service. Regulations of the U.S.Department of the Interior
strictly prohibit unlawful discrimination in departmental Federally assisted Programs on the basis of race,color,national
origin,age,or disability.. An YP
person who believes he or she has been discriminated against in any program,activity,or
facility operated erated p by a recipient of Federal assistance should write to:Director,Equal Opportunity Program,U.S.Department
of the Interior,National Park Service,P.O.Box 37127,Washington,D.C.20013-7127.
MINNESOTA HISTORICAL SOCIETY
Certified Local Government Grants Manual
for Fiscal Year 2015
TABLE OF CONTENTS
Part I Introduction Page 1
Part II General Grant Conditions Page 2
A. Project Schedule (page 2)
B. Project Budget (page 2)
C. Additional Considerations (page 2)
Part III Eligible Program Activities and Priority for Projects Page 2
A. Comprehensive Planning(page 3)
B. Pre-Development (page 3)
1. Historic Structure Reports (page 3)
2. Reuse Studies(page 4)
C. Survey(page 4)
D. Evaluation (page 5)
E. Local Designation (pages 5-6)
F. National Register(page 6)
G. Public Education (pages 6-7)
Part IV Application Process Page 8
Part V Instructions for Completing the On-Line Application Page 9
Part VI Project Administration and Reporting Page 12
Appendices:
Appendix I—Historic Structure Report Format
Appendix II-Sample CLG Grant Agreement
Attachment A-Sample Project Description
Attachment B-CLG Request for Reimbursement Form
Attachment C-Supplemental Information on Allowable Costs
Attachment D-Value of In-Kind and/or Donated Services Time Sheet
Attachment E-Value of Donated Supplies and Material Form
Attachment F- Monthly Progress Report Form
FY 2015 Certified Local Government Manual
This program receives federal funds from the National Park Service. Under Title VI of the Civil Rights Act of 1964
and Section 504 of the Rehabilitation Act of 1973,the U.S. Department of the Interior prohibits discrimination on
the basis of race,color,national origin,or handicap in its federally assisted programs. If you believe that you have
been discriminated against in any program,activity,or facility operated by a recipient of federal assistance,or if
you desire further information,please write to:Office of Equal Opportunity, U.S. Department of the Interior,
National Park Service, 1849 C Street, N.W.,Washington, D.C. 20240.
FY 2015 Certified Local Government Manual
MINNESOTA HISTORICAL SOCIETY
F. Y. 2015 Certified Local Governments Grants Manual
PART I- INTRODUCTION
The Minnesota Historical Society(MNHS),through its Historic Preservation Department,administers the U.S.
Department of the Interior's Historic Preservation Fund(HPF) Program in cooperation with the National Park
Service(NPS). Under this program the Department of the Interior specifies that at least ten(10) percent of
Minnesota's annual HPF Program award be designated as pass-through funding to Certified Local Governments
(CLGs)each year.Subject to the final allocation of funding from the NPS,approximately$95,000 will be available
for CLG grant awards for Fiscal Year 2015.
To become a CLG, a local government must have enacted a preservation ordinance establishing a Heritage
Preservation Commission program for local designation of historic properties and review of proposed changes
to those properties.The requirements for certification are outlined in the document"Procedures for Applying
for and Maintaining Certified Local Government Status,"available from the MNHS State Historic Preservation
Office(SHPO).Applications for certification are accepted on a continuous basis;only those governments which
have achieved certified status are eligible to apply for funding under this program.
Representatives of CLGs interested in applying for a federal grant will find the procedures explained on the
following pages. Included is information on General Grant Conditions, Eligible Program Activities and Priorities
for Projects,the Application Process, Instructions for Completing the on-line Application,and Project
Administration and Reporting.A sample CLG Grant Agreement and sample Project Description(Attachment A),a
CLG Request for Reimbursement Form,Supplemental Information on Allowable Costs, and forms for fiscal
documentation are also included. Because federal funds are used for CLG grants, numerous federal regulations
apply.This manual describes the minimum requirements as specified by the NPS. Federal regulations will be
enforced,and failure on the part of a CLG to meet them will result in the cancellation of a grant project. You
should read this manual with care and use it when you prepare an application and when you administer a
grant funded project.
MNHS encourages representatives of CLGs to discuss project ideas with SHPO staff prior to submitting an
application. For further information contact the State Historic Preservation Office at the Minnesota Historical
Society, 345 Kellogg Boulevard W.,St. Paul, MN 55102-1906;telephone 651-259-3452.
FY 2013 Grant Deadlines:
Pre-application deadline: January 23, 2015
Final application deadline: March 6, 2015
Grants Review Committee meeting: April 16, 2015
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PART II-GENERAL GRANT CONDITIONS
A. PROJECT SCHEDULE
All work on projects funded in this grant cycle must be completed between June 1,2015 and July 31, 2016.
Project periods of appropriate length are permissible as long as the beginning and ending dates fall within
this period. Most projects will begin on either June 1 or October 1 depending on the nature of the work.
Work done before or after specific grant project beginning and ending dates will not be considered a part of
the project or as a reimbursable budget expenditure.
Federal regulations require interim financial closeout reports at the end of the federal fiscal year,
September 30.This requirement will apply to all projects beginning prior to September 30 and ending after
October 1.All federal dollars are disbursed on a reimbursable basis after appropriate fiscal documentation
has been submitted to, and approved by, MNHS.All applicants are encouraged to contact the MNHS Grants
Office to discuss the scheduling needs of their projects during the pre-application period.
B. PROJECT BUDGET
All project budgets must reflect an applicant match.Grant requests will require a minimum of a 40:60, local
match:federal grant.A$10,000 project,for example, would require a local match of$4,000 to leverage a
$6,000 CLG grant.
Applicants are encouraged to provide a match that exceeds the minimum requirement. Matching funds may
be cash, in-kind and/or donated services or materials contributed to the project(see Attachment C of the
CLG Grant Agreement),or a combination of the three. Cash match is strongly encouraged.Typically Federal
funds may not be used to match a CLG grant. However,funding through the Community Development Block
Grant program is allowed as match.See the Detailed Project Budget section in Part V—Instructions for
Completing the Application on page 9 for additional information.
C. ADDITIONAL CONDITIONS
The sample CLG Grant Agreement(see Appendix II)contains information on other grant conditions. In
general,these conditions include requirements that: (1) projects adhere to federal standards to ensure fair
competition for contracts; (2) proper accounting and management practices are followed; (3)expenses are
auditable; (4) project deadlines are met; and (5)the CLG be able to prove it complies with certain federal
regulations.
PART III-ELIGIBLE PROGRAM ACTIVITIES AND PRIORITIES FOR PROJECTS
Seven areas of eligible program activity are outlined in this section:(A)Comprehensive Planning;(B)Pre-
Development;(C)Survey;(D)Evaluation;(E)Local Designation Forms;(F)National Register Nomination
Forms;and(G)Public Education. Projects that will receive special priority are those that: reflect the goals and
strategies in the statewide preservation plan; promote sound preservation planning through historic context
development and the completion of historic and archaeological surveys; result in local designations; and involve
properties associated with the history of heretofore under-documented groups or communities(ethnic or racial
minorities,for example, but also other groups defining themselves as communities).Applications will be
evaluated on the basis of the above consideration and the criteria discussed under Part IV of this grants manual.
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A.COMPREHENSIVE PLANNING
Planning activities might include analyzing the community's history and developing historic contexts as a
planning framework, preparing archaeological literature reviews,developing architectural guidelines for a
designated area,or improving a local preservation ordinance.Guidance for planning work is found in the
Secretary of the Interior's Standards for Planning(pages 44716 to 44720)in the Federal Register of 9-29-83, in
SHPO Manual for Archaeological Projects in Minnesota of July 2005, and in MN SHPO's Guidelines for
Architecture/History Projects of October 2010. The Manual and Guidelines can be found online:
http://www.mnhs.org/shpo/survey/archsurvey.pdf
and http://www.mnhs.org/shpo/survey/docs pdfs/HistoryArchitectureSurveyManualOctober2010.pdf
and the Standards: http://www.nps.gov/history/local-law/arch stnds 0.htm
The following information should be included in the application narratives:
1. Description of the product and its contents.
2. Discussion of who will use the product.
3. Discussion of the CLG's overall historic preservation planning process including previous planning activities
and planning activities anticipated in the future.
4. Discussion of how this project fits into the CLG's current planning activities.
5. Discussion of how the project relates to the state's comprehensive planning process and the statewide
preservation plan released in the winter of 2011.The plan is available at
http://www.mnhs.org/shpo/planning/docs pdfs/preservationplan 2012-2017.pdf Simply citing the part of
the plan to which the project relates is not sufficient.
B. PRE-DEVELOPMENT PROJECTS
Pre-development is the historical,architectural, and/or archaeological research necessary to properly document
the historical significance and existing physical condition of a historic structure or site performed prior to the
commencement of development.The report that is produced is a planning document for the preservation of an
individual property. Pre-development activities include the preparation of a historic structure report or re-use
study for a vacant,threatened,and/or under-used historic property. The property for which funds are being
requested must be listed on or have been officially determined eligible for the National Register of Historic
Places by SHPO. Properties that have not been evaluated are not eligible for funding.
1. HISTORIC STRUCTURE REPORTS
A Historic Structure Report(HSR)can be a valuable tool that can save time and money and minimize
mistakes in preservation projects. HSRs are used to analyze a historic or archeological property,to establish
preservation objectives for the property, and to schedule their accomplishment. The recommended format
for a HSR can be found in Appendix II.
The following information should be included in the application narratives:
1. Physical description of the property including construction date, type of structure, original and present
function, and type of construction.
2. Discussion of current ownership and the source of financial resources for the property's use and
continued preservation.
3. Discussion of the current and likely long-range use of the structure.
4. References to the Secretary of the Interior's Standards for the Treatment of Historic Properties sufficient
to demonstrate that the project will conform to these standards.
5. Discussion of how the report will be used and how the recommendations will be implemented.
6. Discussion of how the project relates to the state's comprehensive planning process and the statewide
preservation plan released in the winter of 2011.The plan is available at:
http://www.mnhs.org/shpo/planning/docs pdfs/preservationplan 2012-2017.pdf. Simply citing the
part of the plan to which the project relates is not sufficient.
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2. REUSE STUDIES
Historic properties that are vacant over an extended period of time are especially vulnerable to demolition
or serious deterioration. The MN SHPO has developed a process called the Minnesota Historic Properties
Reuse Team(HPRT)through which it works with communities and local citizens to conduct studies of vacant,
threatened,and under-used historic properties in order to identify a range of potential new uses. The HPRT
process is outlined in the publication,A Primer for Historic Properties Reuse Teams in Minnesota which can
be found online: http://www.mnhs.org/shpo/planning/primer.pdf
The following information should be included in the application narratives:
1. Physical description of the property including construction date, type of structure,original and present
function,and type of construction.
2. Discussion of current ownership.
3. Discussion of how the building is threatened.
4. Discussion of the city's and/or HPC's role in the reuse study.
5. Discussion of how the city will follow the established HPRT process.
6. Anticipated reuse study schedule.
7. References to the Secretary of the Interior's Standards for the Treatment of Historic Properties sufficient
to demonstrate that the project will conform to these standards.
8. Description of the how the report will be promoted, distributed, or made available to the public.
9. Discussion of how the report will be used and how the recommendations will be implemented.
10. Discussion of how the project relates to the state's comprehensive planning process and the statewide
preservation plan released in the winter of 2011.The plan is available at:
http://www.mnhs.org/shpo/planning/docs pdfs/preservationplan 2012-2017.pdf. Simply citing the
part of the plan to which the project relates is not sufficient.
C.SURVEY
Most Minnesota cities were included in the SHPO reconnaissance level county-by-county survey conducted
between 1977 and 1988. Many, however, merit more intensive survey to compile comprehensive information
for use in local planning and for identifying and evaluating additional properties for registration. Before
beginning a long-range survey program, it is recommended that cities establish a series of historic contexts(see
A above)as a framework for planning survey activities.Guidance for survey is found in the Secretary of the
Interior's Standards for Identification(pages 44720 to 44723) in the Federal Register of 9-29-83, in SHPO Manual
for Archaeological Projects in Minnesota of July 2005, and in MN SHPO's Guidelines for Architecture/History
Projects of October 2010. The Manual and Guidelines can be found online:
http://www.mnhs.org/shpo/survey/archsurvey.pdf and
http://www.mnhs.org/shpo/survey/docs pdfs/HistoryArchitectureSurveyManualOctober2010.pdf,and the
Standards at: http://www.nps.gov/history/local-law/arch stnds 0.htm
The following information should be included in 10 in the application narratives:
1. Type of survey(architecture/history,archaeology,or both).
2. Level of documentation(intensive or reconnaissance).
3. Number of acres in survey area (include a map).
4. Statement explaining how the survey relates to previous and future survey work in the city.
5. Statement explaining how the survey relates to the statewide historic contexts developed by the SHPO,and
local contexts, if applicable.
6. Anticipated survey work schedule.
7. References to the Secretary of the Interior's Standards for Identification sufficient to demonstrate that the
project will conform to these standards.
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8. Discussion of how the project relates to the state's comprehensive planning process and the statewide
preservation plan released in the winter of 2011.The plan is available at:
http://www.mnhs.org/shpo/planning/docs pdfs/preservationplan 2012-2017.pdf. Simply citing the part of
the plan to which the project relates is not sufficient.
Note:SHPO no longer provides black and white 35mm film,archival processing, or proof sheets for survey
projects. If you choose to use black and white photography, these costs should be built into your project
budget. Digital photography is an acceptable substitute for black and white photography.Specifications for
digital photography are outlined in the MN SHPO's Guidelines for Architecture/History Projects publication.
D. EVALUATION
Many cities have inventoried a substantial number of properties but have not systematically evaluated those
properties for their eligibility for the National Register or local designation. Evaluation activities might take the
form of applying established historic contexts(see A above)and specific evaluation criteria to the inventoried
properties in order to determine and rank their significance.Guidance for evaluation work is found in the
Secretary of the Interior's Standards for Evaluation(pages 44723 to 44726) in the Federal Register of 9-29-83,in
SHPO Manual for Archaeological Projects in Minnesota of July 2005,and in MN SHPO's Guidelines for
Architecture/History Projects of October 2010. The Manual and Guidelines can be found online:
http://www.mnhs.org/shpo/survev/archsurvey.pdf and
http://www.mnhs.org/shpo/survey/docs pdfs/HistoryArchitectureSurveyManualOctober2010.pdf
,and the Standards at: http://www.nps.gov/history/local-law/arch stnds 0.htm
The following information should be included in the application narratives:
1. Description of the activities which have resulted in the identification of the properties to be evaluated.
2. Description of the properties/area to be evaluated.
3. Description of the evaluation process.
4. References to the Secretary of the Interior's Standards for Evaluation sufficient to demonstrate that the
project will conform to these standards.
5. Discussion of how the project relates to the state's comprehensive planning process and the statewide
preservation plan released in the winter of 2011.The plan is available at:
http://www.mnhs.org/shpo/planning/docs pdfs/preservationplan 2012-2017.pdf.Simply citing the part of
the plan to which the project relates is not sufficient.
E. LOCAL DESIGNATION FORMS
Heritage preservation commissions generally use locally developed designation forms to designate properties at
the local level.Guidance for designation work is found in the Secretary of the Interior's Standards for
Registration(pages 44726 to 44728) in the Federal Register of 9-29-83, in SHPO Manual for Archaeological
Projects in Minnesota of July 2005,and in MN SHPO's Guidelines for Architecture/History Projects of October
2010. The Manual and Guidelines can be found on-line: http://www.mnhs.org/shpo/survey/archsurvev.pdf and
http://www.mnhs.org/shpo/survev/docs pdfs/HistorvArchitectureSurveyManualOctober2010.pdf,and the
Standards at: http://www.nps.gov/history/local-law/arch stnds 0.htm
The following information should be included in the application:
1. The number of designation forms to be completed.
2. The type of designation forms(individual, district,thematic).
3. The number of contributing properties included in the designation forms. (See National Register Bulletin No.
14.)
4. The names of the properties to be documented including general statements about their significance.
5. Reference to the Secretary of the Interior's Standards for Registration sufficient to demonstrate that the
project will conform to these standards.
6. The expected schedule for designation.
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7. Discussion of how the project relates to the state's comprehensive planning process and the statewide
preservation plan released in the winter of 2011.The plan is available at:
http://www.mnhs.org/shpo/planning/docs pdfs/preservationplan 2012-2017.pdf.Simply citing the part of
the plan to which the project relates is not sufficient.
F.NATIONAL REGISTER NOMINATION FORMS
In cities where a SHPO survey or a local survey has identified and evaluated certain properties that appear to
meet the criteria of the National Register,cities may choose to apply for funds to complete the registration
forms for nominations to the National Register.Please note,however,that nomination documents must meet
federal standards and go through a careful and rigorous review before listing in the National Register of
Historic Places, the nation's official list of significant properties. For some properties,establishing significance
may require considerable research and explanation. In such cases,a CLG would be well advised to rely upon
the experience and training of a preservation professional.Guidance for National Register projects is found in
the Secretary of the Interior's Standards for Registration(pages 44726 to 44728) in the Federal Register of 9-29-
83, in SHPO Manual for Archaeological Projects in Minnesota of July 2005, and in MN SHPO's Guidelines for
Architecture/History Projects of October 2010. The Manual and Guidelines can be found online:
http://www.mnhs.org/shpo/survey/archsurvey.pdf and
http://www.mnhs.org/shpo/survey/docs pdfs/H istoryArchitectureSurveyManualOctober2010.pdf and the
Standards at: http://www.nps.gov/history/local-law/arch stnds 0.htm
The following information should be included in the application narratives:
1. The number of registration forms to be completed.
2. The type of registration forms(individual, district,thematic).
3. The number of contributing properties included in the registration forms. (See National Register Bulletin No.
14. Copies of National Register Bulletins can be downloaded from: http://www.nps.gov/nr/publications/
4. The names of the properties including general statements about their significance.
5. References to the Secretary of the Interior's Standards for Registration sufficient to demonstrate that the
project will conform to these standards.
6. The expected schedule for registration.
7. Discussion of how the project relates to the state's comprehensive planning process and the statewide
preservation plan released in the winter of 2011.The plan is available at:
http://www.mnhs.org/shpo/planning/docs pdfs/preservationplan 2012-2017.pdf.Simply citing the part of
the plan to which the project relates is not sufficient.
G. PUBLIC EDUCATION
Public Education activities may include publications,educational curriculums, interpretive signage,or other
programs dealing with various aspects of the local, state,and/or federal preservation program(s). Examples
might include a guide to locally designated properties(planned only after a properly conducted local survey is
substantially completed),a workshop on the application of design guidelines in a historic district,or interpretive
materials about significant archaeological resources. Public education activities should be based on work that
meets the Secretary of the Interior's Standards and Guidelines,where applicable. The Standards can be found
online: http://www.nps.gov/history/local-law/arch stnds 0.htm
The following information should be included in the application narratives:
1. Description of the work on which the activity is based and an explanation of how that work meets applicable
Secretary of the Interior's Standards and Guidelines.
2. Description of all the products the project will produce.
3. Discussion of how the project will be evaluated.
4. A detailed plan showing how each step in the project will be conducted,who will be responsible for each
step(project director, HPC members,consultant, etc.),and the dates by which each will be completed.
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FY 2015 Certified Local Government Manual
5. Description of the how the project will be publicized, distributed,or otherwise made available to the public.
6. For workshops,conferences,and publications, indicate if there is to be a charge and, if so, what the
estimated income will be and how that income will be used.
7. Discussion of how the project relates to the state's comprehensive planning process and the statewide
preservation plan released in the winter of 2011.The plan is available at:
http://www.mnhs.org/shpo/planning/docs pdfs/preservationplan 2012-2017.pdf. Simply citing the part of
the plan to which the project relates is not sufficient.
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